MiDatabank Software for Medicines Information Services

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MiDatabank Software for Medicines Information
Services Abdelrahman Ahmed and Steve
Moss Department of Pharmacy and
Pharmacology University of Bath, Bath, BA2 7AY,
UK CoAcS Ltd, Kimbolton House, Mount
Beacon Lansdown, Bath, BA1 5QP, UK
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Medicines Information Services in the UK In the
UK there are 250 MI centres including 10 larger
regional centres, some of which specialise in
particular fields for example renal
pharmacy. One MI centre also provides
specialised information about poisoning. MI
centres are manned by MI pharmacists who have
received specialised postgraduate
training. There is a national organisation of MI
pharmacists which coordinates the MI service.
This is UKMI.
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• Requirements for a Modern Medicines Information
  Centre
• Personnel
• Resources
• Management System

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• Personnel
• Appropriately qualified and trained personnel
  with defined responsibilities and authorisations
• Senior pharmacist MI centre manager
• Pharmacist
• Junior pharmacist trainee
• Pharmacy technician
• Secretary
• Training programme
• Postgraduate courses
• Training manual
• Training software MiCAL
• Continuing Professional Development - CPD

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Paper based and electronic Important that sources
of information are current (edition
controlled) Minimum core list for
centre Medicines complete software

• Resources
• Sources of Information
• Reference books
• Journals
• Databases
• Infrastructure
• National organisation
• Communications
• Internet connection
• Local area network and server

Enable - sharing of resources Ensure - common
standard of service Quality assurance
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• Management System
• In order to ensure the requirements for personnel
  and resources are achieved a management system
  should be put in place.
• Clinical governance
• Common high levels of service
• Security of data
• Audit trails
• Efficiency of service
• In the past these goals have been achieved with
  manual systems using paper based records or in
  some cases software developed by individual MI
  pharmacists.
• Now for the first time an internationally
  recognised MI management system is available -
  MiDatabank

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• What is MiDatabank ?
• System used to answer, record, store and analyse
  MI enquiries
• Why use a system like MiDatabank ?
• Helps answer questions in a structured manner
• Provides a record and a basis for Quality
  Assurance
• Provides a database of answers to previous
  questions
• Can be used to analyse workload and source of
  questions.

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• Functionality of MiDatabank software
• MiDatabank comprises two principal modules
• The Administration module
• Configuring the system
• Creating users and defining access and
  authority
• Specifying resources, keywords, etc.
• The Enquiry Manager module
• Receiving and processing enquiries
• Archiving enquiries
• Searching enquiries
• Analysing enquiries and producing reports

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• Other Features of MiDatabank software
• Importing existing enquiries
• Adding documents as attachments
• Links to scanned enquiries
• National archive
• Sharing enquiries between centres
• Features of MiDatabank software in next version
• Version configurable for pharmaceutical
  industry
• Facility for use by clinical pharmacists
• Secure access over internet for on call
  pharmacists
• Facility for collecting pharmacovigilance (PV)
  data
• Facility to export (PV) data in international
  ICH E2B standard format
• Training package linking MiDatabank and MiCAL

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Using the Administration module of MiDatabank
The first step is to log in with a username and
password which is supplied when the software is
purchased. This function is normally carried out
by the individual responsible for the system as a
whole, the Administrator. This may be one MI
centre or a group of MI centres.
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Using the Administration module of MiDatabank
The primary functions of the administration
module are to enable the responsible individual,
the administrator, to configure the system for
each MI centre under their control. Normally
there will be one licenced copy of MiDatabank for
each MI centre.
The TABS shown along the top of the window refer
to all sites if more than one site is using the
copy of the MiDatabank licence. These TABS allow
configuration of MI Centres Resources In this
case there is one site, the Demonstration Site
Organisations Individuals Keywords Sources
Master Lists
The other 4 tabs are to allow pre-population of
the database with lists of organisations and
individuals known to use the MI centre and
keywords and reference sources used by the MI
centres
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Pre-populating the MiDatabank database with
Organisations
If a list of organisation expected to use the MI
centre is known then these can be entered into
the database before it is made live.
When an organisation is selected, details are
shown on the right hand side of the screen.
At any stage more organisations can be added,
organisations can be deleted or
edited. Organisations not in the database when
it is used by the enquiry manager will be added
automatically when they are used in an enquiry
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Pre-populating the MiDatabank database with
Individuals
This works like the Organisation TAB but
pre-populates the database with individuals who
may be expected to make enquiries. It has the
facility, shown below, to cater for individuals
who occupy more than one post, perhaps at
different organisations.
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Pre-populating the MiDatabank database with
Keywords
This allows the database to be pre-populated with
a list of keywords to assist MI pharmacists using
the system use standard keywords. Only authorised
senior MI pharmacists may add additional
keywords. An additional facility to load a
keyword from a master list used by different
centres ( via the internet) ensures a further
level of standardisation.
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Pre-populating the MiDatabank database with a
list of available resources
This allows the database to be pre-populated with
a list of available resources This can be
updated ( via the internet) from a master list
maintained by a national centre.
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A second set of TABS are revealed when the MI
Centre Resources TAB is selected andon of the MI
Centres is selected
The first extra TAB allows configuration of data
relating to a particular MI centre. The first
general configuration tab includes technical
values and also the licence details and the
facility to update the licence.
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The second extra TAB enables the origins of
enquiries to be configured. This is designed to
allow identification of the organisation from
which each enquiry originated. This is typically
used if the MI centre wishes to charge
organisations for using their service. In the
example shown the top level origins are
configured for the UK NHS. One additional
origin has been added as an example of a
secondary care organisation.
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The third extra TAB, Users is an important one
as it allows the MI centre administrator to
create authorised users and give them
Permissions which allow them to carry out a
range of actions when using MiDatabank. In the
panel shown to the right, the permissions for
Abdu Ahmed, the centre manager, are shown.
Junior centre staff would be permitted
restricted activities.
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The fourth extra TAB, Resources allows the
centre manager to select those resource available
to his MI centre from the Sources Master List. In
the example used her as there is only one centre
using this licenced copy of MiDatabank the two
list may be the same.
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The fifth extra TAB allows the administrator to
determine where images are stored. Images, in
relation to MiDtabank, are copies of scanned
documents, for example letters received as paper
based documents, which need to be stored as part
of individual enquires.
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Using the Enquiry Manager module of MiDatabank
The first step is to log in with a username and
password, which will have been allocated by the
system administrator using the administration
module
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• After logging in, you see the first screen of
  the Enquiry Manager which displays
• the enquiries in the in tray and allows you to
• open up an enquiry.
• see other enquiries in progress
• see enquiries awaiting authorisation for reply
• see enquiries awaiting for the reply to be given
• See enquiries awaiting closure authorisation

(a)
(b)

• It also allows you to
• search for and look at earlier completed
  enquiries
• Start a new enquiry

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• The functionality of the first screen depends on
  the status of the user. As the manager of the
  Medicines Information Centre a user will have
  authorisation to
• Allocate enquiries to other users.
• Authorise a junior colleague to make a reply
• In addition the manager normally has access to
  the administration module to set the
  authorisation of other users.

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• When an enquiry is opened a screen appears with
  four main tabs at the top right, labelled
• Input Research Answer, Summary and
  Completion. Initially the user is presented with
  the Input view designed for taking the details of
  the enquirer and their question. Typical steps to
  enter the data might be
• Entering the enquirers name.
• Wherever possible typing is reduced to a minimum
  and to enter the enquirers name, by entering the
  first letter of the surname a dialogue box
  appears.

Note the timer which is running to allow a record
of the timer taken on the enquiry. This can be
switched off if the user stops working on the
enquiry.
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This screen shows the dialogue box displayed
when D is typed in the surname field and the
name De Costa is selected. In this case the
enquirer has positions in two organisations and
the user can select either for linking with this
enquiry.
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Having confirmed the details of the enquirer,
details of the enquiry are entered. This screen
shows the point at which the Due by field.
Shortcuts include H for an hour, D for a day
etc. Alternatively a specific time and date can
be entered from the pop-up calendar. The question
has been entered in the text box at the bottom of
the screen.
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The next step is to research the answer and to do
this the Research tab is pressed revealing a
screen with the facility to select information
sources from the resources available to the MI
centre.
The information from each source is typed or
pasted into the research box This screen
shows the selection of Stockleys Drug
Interactions and this is repeated for each
source.
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When the research is complete the user moves to
the Answer Summary page and types in the answer
to be provide in the Answer box. This is done
with reference to the Research Summary shown in
the left hand box.
Having completed the answer, the box at the
bottom of the screen is ticked. If the user is
not allowed to reply without authorisation, a
second box will be visible indicating
Awaiting authorisation
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Lastly the enquiry has been answered and it
should then be completed by recording the route
of reply, workload data, keywords and the origins
of the enquiry for allocating costs. The various
parameters are configurable within the
administration module and can be analysed using
the reporting function.
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• MiDatabank - Support
• Helpdesk telephone and email
• local help from local support group
• additional help from CoAcS programmers and
  pharmacists
• Dedicated website www.midatabank.com
• up to date advice
• frequently asked questions and answers
• downloadable lists of resources, keywords, drug
  databases
• Free upgrades in lifetime of licence

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Thank you.
www.midatabank.com